IAPA Board Member Descriptions 

All board members and chairs are required to attend committee meetings and IAPA monthly meetings. Board members will also hold quarterly meetings with themselves and the Head of School. Board members may also be  required to meet with church representatives from the church rector’s office.

Although not required, these board members should have completed at least one year in a chair position.

Incarnation Academy Liaison 

Oversees the communication of the IAPA Board with the school administration. Is responsible for leading and driving initiatives that align and support the goals of the school. Ensures the interest of the school community is first and leads  through collaboration of all Board Members, the Head of School and others, as required. Plans Monthly Board Meetings and agendas, provides updates, as required, and acts as a spokesperson for IAPA with the school. Has high visibility for the school. 

Church of the Incarnation Liaison  

Oversees the communication of the IAPA Board with the church administration. Manages the budget and helps oversee all activities and Chairs that have an impact on the school budget / financial strategy. Has high visibility for the school. 

Room Parent Coordinator

Oversees the communication of the IAPA Board with the school parents. Attends event committee meetings and IAPA monthly meetings to understand what needs to be communicated. Creates a sub-committee of room parents (1-2 per classroom) who are responsible for facilitating communication between the IAPA and school parents. 

  • Sends out emails for events to recruit volunteers and donations. 

  • Coordinates classroom donations for teacher appreciation each semester. 

  • Coordinate class party details to room parents.

  • Leverage Groupme, SignUpGenius, Venmo and Zelle for collecting funds.

Treasurer 

Provides administrative support to the COTI Liaison by working with our payment and budget organization platform. Works with Board Members and chairs to coordinate all fundraising initiatives and ticket sales through the fundraising platform. Manages all donor payments and sends confirmations and thank you notes. 

Social Chair

Provides administrative support for all events by negotiating contracts and serving as the point of contact for all IAPA events with outside vendors. Coordinates with church events team to plan events held on campus. Works alongside Treasurer to ensure that all events stay on budget.

IAPA Chair Descriptions 

Chair positions are open to anyone who is interested and can complete the time commitments.

Auction Co-Chairs: Leads and Coordinates Spring Auction (Ideally 1-3 needed)

Auction Date: April 2026

  • Advanced Volunteer Time Required: January through April

  • Attend event committee meetings and IAPA monthly meetings.  

  • Work with the Treasurer to determine fundraising goals and establish a plan to ensure goals are met and the fundraising platform is up-to-date with event needs. Ensures all data is entered into the system  and items are received/picked up prior to the event. 

  • Establish event timeline and vendor rentals with Social Chair.

  • Create and distribute an event sponsor packet, follow up with all potential sponsors. Packet to include  an event description, available sponsorship levels, benefits at each level, and a sponsorship commitment form. Ensure sponsor benefits are being provided (i.e. logos are included in print materials, tables are reserved,  drink tickets are provided, sponsor names are mentioned on stage). Work with confirmed sponsors to ensure receipt of a completed commitment form, sponsor logos and final payment. 

  • Create sponsor signage and any additional event signage or printed materials needed.  

  • Distribute information about the available auction items prior to the event and provide the auctioneer with a detailed description of the live auction items. Responsible for securing all live and silent auction items. Create and distribute an auction item solicitation packet to include information about the event, auction donor benefits and auction item donation form. Update and maintain a master auction donation list of past and potential donors. Ensure all contact   information is current. Update this list with information about the donor’s status. Securely store all auction items and gift cards until they can be delivered to the winners. 

  • Recruit sub-committee members and several volunteers for item pick-up, data entry and/or auction table set-up prior to the event. 

  • Create the auction booklet to be distributed at the event. 

  • Ensure donation acknowledgment letters are sent out immediately after the event.

  • Meets with Board post-event for closing of the event, collect feedback and take notes on action items for the next school year. 

Carnival Co-Chairs: Lead and coordinate the Fall Carnival (Ideally 1-2 needed)

Carnival Date: October 2025

  • Advanced Volunteer Time Required: August through October

  • Attend event committee meetings and IAPA monthly meetings.  

  • Create a vision, budget, and fundraising goals for carnival events with the School Liaison, Social Chair, and Treasurer.

  • Works with COTI Liaison to coordinate event space and community involvement. 

  • Recruit sub-committee members and several volunteers for item pick-up and set-up prior to the event. Oversee volunteers to establish event timeline and staff check-in/ check-out tables. 

  • Oversee any decoration/rentals needed and to establish event timeline with Social Chair .

  • Create and distribute an event sponsor packet and follow up with all potential sponsors. Packet to include an event description, available sponsorship levels, benefits at each level, and a sponsorship commitment form. Creates sponsor signage/additional event signage/printed materials needed.  Work with confirmed sponsors to ensure receipt of a completed commitment form, sponsor logos and final payment. Ensure sponsor benefits are being provided (i.e. logos are included in print materials, tables are reserved,  drink tickets are provided, sponsor names are mentioned on stage). 

  • Ensure donation acknowledgment letters are sent out immediately after the event.

  • Meets with Board post-event for closing of the event, collect feedback and take notes on action items for the next school year. 

Teacher Appreciation Chair: Teacher Appreciation Events

  • Minimal Volunteer Time Required: 1-2 events per semester

  • Attend event committee meetings and IAPA monthly meetings.  

  • Coordinates fundraising and event planning for Thankful & Grateful Week (November), Teacher Christmas Brunch & Gifts, Teacher Appreciation Week (May) with Social Chair.

  • Works with IA Liaison and school admin team to coordinate events and communicate teachers' needs.

Square One Art Chair: Runs the Square One Art Fundraiser

  • Minimal Volunteer Time Required: This event runs the month of November

  • Attend event committee meetings and IAPA monthly meetings.  

  • November is  your busy month setting up the site page and working directly with teachers on their projects and creating flyers for student orders.

  • Organize printing and assembling of packets to go home with students about orders.

  • Familiarity with Square One Art website.

Class Party Chair: Organizes End-Of-Year Party Fundraiser

  • Minimal Volunteer Time Required: This event runs the month of May

  • Attend event committee meetings and IAPA monthly meetings.  

  • Organize 1-2 hour parties for grades PreK2, PreK3, and PreK4 with snacks. 

  • Organize a weekend Kindergarten Graduation party with snacks.

  • Sell tickets for a reasonable price to raise money for Teacher Appreciation Week.

IA Cares Chair: Takes the lead on fundraising for all IAPA events and the school. 

  • Minimal Volunteer Time Required: 1-2 events per semester

  • Attend event committee meetings and IAPA monthly meetings.  

  • Will work with whoever is on the lead for each event to determine the volunteer and fundraising needs.

  •  Maintains and updates volunteer scheduling on IAPA website. 

  • Leverages Groupme, SignUpGenius, etc. to ensure proper management of volunteers 

Fall Fiesta Co-Chairs: Plan Fall Fiesta and Organize Fundraising

  • Volunteer Time Required: August, but needs to be planned by June 1

  • Attend event committee meetings and IAPA monthly meetings.  

  • Chair #1: Coordinate catering for 150-200 adults that is fiesta themed with Social Chair in May. Purchase non-alcoholic drinks and alcohol for margaritas in August. Plan a fun, fluid event with entertainment and space for eating and mingling.

  • Chair #2: Coordinate all fundraising including Uniform Swap Station, IA Swag Station, and any Teacher Appreciation Fundraising. Work with other chairs to recruit for Room Parents and IAPA Committees. Coordinate with school administration and COTI about other needs directly related to these entities.

  • Budget estimate needs to be completed by June 1.

  • Invitations need to be printed by June 1 to send out in School Welcome Packets.

IAPA Committee Descriptions

Committees are the best way to join IAPA without major time commitments! You can sign up for as many or as few as works for your schedule. We have a tentative timeline listed with each committee description.

Fall Carnival Committee: August - October

(2-3 members needed) 

  • Low Volunteer Time Required: 1-2 jobs leading up to the event.

  • Assist in securing cash and in-kind sponsorships for the event. 

  • Aid in distribution of sponsorship packets. 

  • At the direction of the Carnival Chair, follow up with past and potential sponsors.

  • Work with confirmed sponsors to ensure receipt of a completed form, logos, and final payment.

  • Assist with event design and carnival decor and meetings.

  • Assist in the setup of the carnival on the day of the event.

  • Assist with breakdown and removal/storage of IAPA items the day of the event.

Auction Party & Donation Committees: January - April

(2-3 members needed) 

  • Low Volunteer Time Required: 1-2 jobs leading up to the event.

  • Assist in securing cash and in-kind sponsorships for the event. 

  • Aid in distribution of sponsorship packets. 

  • At the direction of the Auction Chair, follow up with past and potential sponsors and auction item donors.

  • Work with confirmed sponsors to ensure receipt of a completed form, logos, and final payment.

  • Assist in securing live and silent auction items. 

  • Aid in printing and distribution of auction donation packets.

  • Work with confirmed donors to ensure receipt of a completed form and items prior to auction item deadline. 

  • Assist with event design and auction decor and meetings.

  • Assist in the setup of Silent Auction on the day of the event.

  • Assist with breakdown and removal/storage of IAPA items the day of the event.

Fall Fiesta Committee: May - August

(1-2 members needed) 

  • Low Volunteer Time Required: 1-2 jobs leading up to the event.

  • Assist with printing of invitations and any signage needed for the event in June.

  • Assist with Uniform Swap donations and collection in May (end of school year) and August (end of summer camp0. Organize all donated uniforms on racks and baskets provided by IAPA.

  • Assist with event design and auction decor and meetings in May/June.

  • Assist in the setup of the fundraiser on the day of the event.

  • Assist with breakdown and removal/storage of IAPA items the day of the event.

Teacher Appreciation & Class Party Committee: April - May

(1-2 members needed) 

  • Low Volunteer Time Required: 1 job leading up to the event.

  • Assist with printing of any flyers or signage pertinent to fundraising and ticket sales.

  • Assist with organization of Thankful & Grateful Week (November)

  • Assist with Teacher Christmas Brunch and gifts (December).

  • Assist with Teacher Appreciation Week (May).

  • Assist with Class Party Fundraisers (May).

Dad’s Night Committee & Book Fair: October

(1-3 members needed) 

  • Low Volunteer Time Required: Time of the event only.

  • Assist with the organization of shelves and check-out at registers during the Book Fair.

  • Assist with any prep needed with the snacks and refreshments during Dad’s Night.

Christmas Market Committee: November - December

(1-3 members needed) 

  • Low Volunteer Time Required: Time of the event only.

  • Assist with any prep needed with the snacks and refreshments.

  • Assist with any fundraising promoted by IAPA and IA.

  • Assist with table settings and any decorations provided by IAPA and IA.

  • Assist with any vendor setup or volunteers.

Muffins with Mom Committee: May

(1-3 members needed) 

  • Low Volunteer Time Required: Time of the event only.

  • Assist with any prep needed with the snacks and refreshments.

  • Assist with table settings and any decorations provided by IAPA and IA.

  • Assist with any vendor setup or volunteers.